Kuali ali f for or Ste teve vens Fiscal Officer / Organization - - PowerPoint PPT Presentation

Welcome to

Kuali ali f for

• r Ste

teve vens

8.4.11.version

Fiscal Officer / Organization Reviewer Training

Welcome and Introductions

• Presenters:

Randy Greene, CFO, VP for Finance, and Treasurer Mary Hallstead, Communications Coordinator, Office of Finance Mary Wheeler, Assistant Vice President for Finance

Fiscal Officer Training Packet

• 1. Copy of the Power Point Presentation
• 2. Workflow Narrative and Diagram
• 3. Action List Navigation reference document
• 4. Account Delegate reference document
• 5. Account Delegate-Global reference document
• 6. Balance Inquiry reference guide
• 7. Sign-in Instructions
• 8. Object Code Reference Sheets

Agenda

• Introduction to Kuali f

for S r Stev even ens

• Fiscal officer/Organization Reviewer

responsibilities

• Workflows
• Brief Kuali f

for S r Stev even ens basics

• Action List navigation and preferences
• Action buttons
• Assigning delegates
• Balance inquiries

Learning Objectives

• Understand the responsibilities of fiscal officers and
• rganization approvers
• Learn Kuali fo

li for Stev evens workflows

• Learn how to access and navigate your Action List
• Learn the difference between Primary and

Secondary Delegates, and how to establish them

• Learn how to do “ad hoc” routing
• Learn the difference between various action buttons

(approve, acknowledge, FYI, disapprove)

• Learn how to get basic reports and balance inquiries

Kuali ali f for S Stevens ens

Kuali for S Stev evens ens is the Kuali financial software configured for Stevens. Kuali li for r Steve vens, has replaced FRS (Financial Records System) at Stevens. Employees have various permissions and roles in KfS. Requisitions are electronically processed starting at your desk top. Kuali li for r Steve vens is web based, accessible anywhere there is internet; accessed by signing in using your pipeline ID and password.

Fiscal Officers

• This is an account level oversight role.
• Every account has a fiscal officer.
• Fiscal officers are individuals (not a group.)
• Each transaction against an account requires

Fiscal Officer approval.

• Fiscal officers can change the accounting lines
• n an e-doc.
• Fiscal Officers can assign authority to

delegates.

Organization Reviewers

• This is an Organization level oversight role.
• Every Organization has Organization Reviewers
• Organization Reviewers are individuals
• Each disbursement from an account requires an

Organization Review after the Fiscal Officer

• Organization Reviewers can not change the

accounting lines on an e-doc.

• Organization Reviewers can assign authority to

delegates.

• Ensure that funds are managed, used and

recorded, consistent with the goals, objectives and mission of the Institute.

• Ensure that funds are spent according to a

budgeted plan.

• Ensure that expenses recorded in an account

are appropriate to the purpose of the account.

• Ensure that expenses recorded in an account

comply with any restriction on the use of the resources in the account.

Fiscal Officer /Organization Reviewer Responsibilities

Fiscal Officer /Organization Reviewer Responsibilities

• When you approve a transaction, you

are indicating that all of the conditions on the previous slide are true.

Kuali f ali for S Stevens ens Workflows

• Nearly all transactions route to the

fiscal officer for approval

• Stevens has adopted a standard

workflow for requisitions, purchase

• rders, invoices payments, and

disbursement vouchers.

Standard Workflow for Disbursements

1. An initiator will complete an e-doc 2. An organization administrator will review accounting information and revise as needed 3. The account’s fiscal officer (and if needed central budget) will review the document. 4. Any restricted items by either policy or regulation (commodity code items) will route to that responsible area for the appropriate review. 5. Depending on the amount of the requisition an organization level reviewer (levels 1-3) will review and approve or disapprove the document. 6. Contract or grant account activity must be reviewed by OSR. 7. The document will be processed by the Central Office.

Terminology

E-Doc An abbreviation for electronic document. An e-doc represents a business transaction. Initiator Stevens’ employee that starts the e-doc process. Action List Your inbox of e-docs is your action list. E-docs routed to you for some action are included in your action list. Once you have taken the requested action on an e-doc it will disappear from your action list, and can be accessed using the doc search screen. Sufficient Funds A feature within Kuali that provides a process to check for available funds that will allow a transaction to proceed. An e-doc transaction can be stopped if the account has insufficient funds for the transaction.

Kuali for Stevens 1-2-3

1

The initiator launches an electronic document (e-doc) from their desk top.

2

The e-doc routes for approval to the Fiscal Officer and

• thers, along a

predetermined workflow path.

3

The process ends with a completed transaction.

KfS Advantages…

ALWAYS!

You can see where any transaction is in the workflow process. You will know who has it on their action list (in their electronic in box). You can access any attachments and notes various individuals have added to the e-doc.

Kuali Portal– Action List Button

Action List Screen

• Action List – view and act on the documents currently pending

your completion, acknowledgement, approval, and FYI

Available Actions for Fiscal Officers and Organization Reviewers

Action Description Approve

• In your judgment the document represents a valid business transaction

in accordance with institutional needs and policies.

• A single document may require approval from several users, at multiple

route levels, before it moves to 'Processed' status. Disapprove

• In your judgment the document does not represent a valid business

transaction.

• Prevents a document from posting to the G/L or updating a

maintenance table.

• Anyone who had acted on the document prior to the disapproval will

receive a notice that the e-doc has been disapproved.

• When you disapprove, you will be required to provide an explanation.

Available Actions for Fiscal Officers and Organization Reviewers

Action Description Acknowledge

• Signifies that you have responded to the acknowledgement action

request.

• This button is available to users to whom a document has been routed

for acknowledgement. FYI

• Signifies that you have responded to the FYI action request.
• This action is available to users to whom a document has been routed

for FYI.

Other Navigation Options

Action Description Close

• Allows you to exit the document.
• The system displays a message asking whether you want to save the

document before closing. Reload

• Refreshes the screen and displays the most recently saved information.
• Changes that are made but not saved prior to reloading a page are not

maintained. Cancel

• Denotes that the document is void and should be disregarded.
• Canceled documents cannot be modified and do not route for

approval.

Approval Demonstration

Open and Approve an E-doc from the Action List - demonstration

Action List

• Action List – view and act on the documents currently pending

your completion, acknowledgement, approval, and FYI

Action List Preferences

• Preferences – Enter personal preferences for Kuali such as

automatic refresh rate, action list page size, email notification, and row colors based on the status of the document.

Action List Preferences

Action List Demonstration

Set preferences for handling items Set color preferences

Delegates

• Two types

– Primary – Secondary

• Specific to an e-doc or the same for all e-docs
• Can be set at specific amounts

Delegates-Primary

• There can only be one primary delegate

for each account/e-doc combination

• When a primary delegate is

established:

– The Fiscal Officer can choose whether the documents also appear his/her own action list – The choice is indicated by setting a preference on the action list and then applying a filter

Delegates-Secondary

• Documents do not route directly to a

Secondary Delegate's action list

• The Secondary Delegate will apply a

filter to their action list to see and take action on these documents.

Account Delegates Demonstration

• 1. Set up a primary delegate using

Account Delegate Global

• 2. Set up a secondary delegate using

Account Delegate

• 3. Show how the delegations appear on

the Action list of the

– Fiscal officer – Primary delegate – Secondary delegate

Balance Inquiry Demonstration

• 1. Open the balance inquiry from an edoc
• 2. Select Available Balances
• 3. Options
• Income Statement/Balance Sheet/Both
• Consolidated or detail
• Pending ledger entries or not
• 4. Drilldown

Questions?